Understand what you can see and change

The portal shows the work available to your account. Two people in the same organization can see different menus, records or editing controls because their responsibilities differ.

Start with the organization

Check that you signed into the organization you intended to use. If your sign-in offers an organization choice, choose the one where you do this work.

A record in another organization will not appear just because its name is familiar.

Check your roles and their Sites

Your roles determine which tasks you can perform. Organization permissions apply everywhere. Operational permissions apply only at the Sites where your role is assigned: selected Sites, or All Sites, which includes Sites added later. A role assigned with No Sites gives only its Organization permissions.

For example, an educator may be able to view children at Harbourview but not at Cedar Lane. A manager may have the same kind of permission across several Sites.

Your staff record lists your roles and their Sites under Roles And Sites. Someone who can view roles can also open Effective access from that section’s menu to see your combined permissions at each Site.

Being on a Site’s team does not give you permissions there. If you work at a Site but cannot open its records, your role at that Site may not include the permission you need.

Staff and family records have different visibility

People with the View staff permission can see staff across the organization. The directory is not limited to the Sites where their roles apply.

Children and parent/contact records are connected to sites through enrollments. Each enrollment belongs to its own site, so site access affects which family records you can see.

This is why finding a colleague in Staff does not mean you can also open every child or enrollment they work with.

If a page, record or pencil is missing

Check these in order:

1. Are you in the correct organization?
2. Is a search, status or site filter hiding the record?
3. Does one of your roles allow you to view this kind of record?
4. Is that role assigned at the record’s Site?
5. If you can view it but cannot edit it, do you have the editing permission?

Give your administrator the page name, the task you need to complete and the relevant Site. That is usually more useful than asking for full access.

Assign, change and end roles explains the administrator’s steps.

After an administrator changes your roles, or the permissions in a role you hold, AmalynCare signs you out. Sign in again to load your new access.